Staff Menu
Staff Lead Browser
View staff who have not been hired and see their overall application progress.
- Staff are sorted into different tabs based on their lead status.
- Within each tab, staff are displayed chronologically by how recently they updated their application (i.e. submitted a page). Those with the most recent updates appear at the top).
Note: Hired staff do not appear in the lead browser. To view hired staff, create a Staff Advanced Report instead.
To access the Staff Lead browser, hover over the Staff link in the navigation bar and then click "Staff Lead Browser" from the dropdown menu.
Add More Staff (by Status)
Staff are sorted into different tabs based on their lead status. Manage the statuses available for your staff applicants via Admin > Staff > Lead Statuses. To learn more, click here.
By default, the Lead Browser contains 1 tab for all staff assigned the "Lead" status for the selected year. To view staff with other statuses, click the + symbol next to the Lead tab and select another status.
Additional tabs will appear in your lead browser for each status.
Select the tab to view which staff have been assigned that status and see their application progress.
Change an Applicant's Lead Status
Click the Change lead status... dropdown menu on the far right, choose a different status, then click OK to save your changes.
After clicking OK, the applicant wil move from the present tab to the other tab for their new status.
Display only "New" Staff
By default, the Lead Browser will display all unhired staff within your database. This could include staff from past years who were rolled over, even though they haven't started an application for this year.
To only show staff persons who created their account during the camp year selected on the Lead Browser page, navigate to Admin > Staff > Miscellaneous and set "New staff only in lead browser?" to Yes.
- Note: this means staff from past years who also started an application for the year selected for the Staff Lead Browser will not display.
View an Applicant's Application Progress
The application progress bar beneath the Staff person's name indicates how much of their application they've submitted.
Each square within the progress bar represents a different page of your application. Hover your mouse over each square and a tooltip will indicate which application page it represents.
- A green square indicates that the page has been submitted.
- A white square indicates that the page has not been submitted.
When every page has been submitted, the entire progress bar will turn a darker green color (like Kat McCole shown above).
View their Application/Hire an applicant
You can view an applicant's application and/or mark them as hired from their profile page. Click on their photo or name to jump to their profile. From there, view their application data by selecting the appropriate year tab, then selecting the Application tab underneath.
To hire the applicant, open the Action Menu and select to 'Hire for 20XX'.
Staff Departments
Assign hired staff to a department and title using the same "drag & drop" method on camper bunking boards. First, create your departments and titles, then drag + drop hired staff to assign them.
Note: If you create your departments and titles before hiring begins, you can assign a staff member to a department and title during the hiring process. Otherwise, you can drag & drop them here after they're hired.
To access the Staff Departments board, hover over the Staff link in the navigation bar and then click "Staff Departments" from the dropdown menu.
To assign staff a department and title, follow these 3 steps:
Also, learn how to:
1. Create Departments and Titles
Click the + Add new department... link to create a new department.
Provide a name for the department and submit.
2. Add Titles to each Department
Once a department is created, click + Add a new title... within it to create the different titles that pertain to it.
When adding a title, provide how many times to add it, depending on how many staff you plan to assign this title. You can always add more or delete extras later, if needed.
3. Assign Hired Staff
If a staff person was not assigned to a department/title at the time they were hired, they'll appear in a container at the bottom of the page titled "Hired with no title."
Drag and drop a staff member to assign them a specific title. Drag and drop assigned staff to different titles as needed, too.
See Hiring Details
- See the total number of staff hired for the selected year or session
- See the total number of staff hired for the selected year or session, by their gender
- See how many staff are hired for the selected year or session, but are not currently assigned a title
Find these staff in the "Hired with no title" container on this page, and drag + drop them to a title.
See Staff Details
Click on a staff person's name to expand their tile and view their profile photo; the sessions they've been hired for; their citizenship; and their start and end date. Click the link to jump to their profile.
To see the details for all staff within a department, double click the ID card icon in the department name. Double click again to collapse their details.
View Contract Status
Hover over the contract icon in the right corner of a given staff to view whether their contract is in and their contract due date (according to data in the 'contract in' and 'contract due date' fields within the Salary details tab of their profile page).
- A white contract icon indicates that the contract is not in but is also not overdue yet.
- A red contract icon indicates that the contract is in.
- A pink contract icon indicates that the contract is not in, and it's overdue.
Edit Departments/Titles
Double click the pencil icon for a department or title to edit the name of it.
Need to edit the quantity of a certain title? Use the "Add a new title..." link to add more; or, delete existing titles that you don't need.
Delete Departments/Titles
The delete function for titles and departments are their respective edit modals. Double click the pencil icon for the title/department you wish to delete.
Note: You can only delete a department if no titles exist for it.
Delete all of the titles within the department in order for the 'delete' button to appear in the edit modal.
You can delete a title even if someone is assigned to it. After deleting the title, refresh the page and the staff person will appear in the 'Hired with no title' section, waiting to be reassigned again.
Print/Export Departments
Print or export a list of staff within a department (i.e. first name, last name, and title) using the print and export icons in the department toolbar.
Need to print multiple departments at once (or, generate more info on the staff than just first and last name)? Create a Staff Advanced Report grouped by department and print that instead.
- Add 1 or more sessions to the report
- Add a field for Yearly Info + Bunking > "Department name" (and any other fields you need)
- Double click to enable grouping by the "Department name" field (click here to learn how)
- Click the print or export icon above the report results
Staff Forms
Staff forms serve to collect additional information (beyond the Staff application) about each staff person. Staff Forms can also be used to present information (like an informational handout or camp calendar).
Create and manage all Staff forms from the Staff Forms page in CampSite.
To access the Staff Forms page, select Staff Forms from the Staff dropdown menu on the navigation bar.
Please read our "Forms Overview" article to learn how to:
- Create new staff forms
- Edit existing staff forms
- Duplicate/move forms (to alter how frequently forms must be completed)
- Organize forms into categories
- Mass print all of the form submissions you've received
Mass Printing Staff Notes
Printing staff notes allows you to print data from the Notes tab of the Staff Profile page. Staff notes can be printed as a mass list of all hired staff, or by division or bunk within an individual session.
To print Staff notes, select "Staff Notes" from the Staff dropdown menu on the navigation bar.
Select "Staff notes".
- Select whether you would like to include Staff without notes
- Select the category.
- Enter a date range for notes to print. Leave blank to print all notes for the staff in the selected year
- Select the hiring year you would like to print staff notes for
- Click to print all notes alphabetically by staff name, based on your selected options
- Click "+Print by division / bunk..." to select specific divisions or bunks
- Select the session you would like to print notes for
- To print staff notes by division, select the divisions you would like to print notes for
- Click "Print by division" to print
- To print staff notes by bunk, select the bunks you would like to print notes for
- Click "Print by bunk" to print
Printable notes will open based on your selected criteria.
Staff notes also include Staff's profile photos and basic info, as well as division and bunk assignments when printing by division or bunk.
Staff Advanced Reports
Using CampSite's Advanced Report tool, you can create custom reports on the staff data within your database. Reports can also be used to complete certain actions in mass, like sending a mass e-mail, generating documents/labels for multiple staff at once, posting mass transactions, and more.
To create or view an advanced report, select Advanced Reports from the Staff dropdown menu on the navigation bar.
Open a Previously Saved Report
To open a report that's already been created/saved in your database, click the Saved Reports dropdown menu ("select...").
Select the report from the menu that drops down, or type the name of the saved report to search for it. Click the name of the report to load the current results.
Creating a New Report
To create a new report, start by adding staff to your report based on their current hiring status for the given year.
- Add hired staff to your report by selecting the sessions they've been hired for.
- When a session is added to a report, all staff currently hired for that session will display in the report results.
- Add unhired staff to your report by selecting their lead status.
- When a status is added to a report, all unhired staff labeled with that status will display in the report results.
To add a session or status, click the corresponding link and select from the pop-up window that opens. Or, manually type the name of the session/status in the relative text boxes. Both sessions and statuses can be added to a report (which will generate a report containing hired staff and not hired staff).
Tip: Adding all sessions and all statuses will generate a list of every staff person in your database.
Adding Fields of Information to a Report
By default, an Advanced Report only generates each staff person's first and list name. To generate additional information about each staff person, add fields to the report.
To add fields of information to your report, click "+Add a field..."
A pop-up window will open presenting all of the fields that can be added to the report.
- Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
- Checkmark a field to generate that data in your report.
Close out of the Fields window to return to the report. For each field you selected, additional columns will appear in the report.
Field Settings
For each field added to the report:
- Click and drag to re-arrange the order of the columns in the report.
- Double click to split multiple values onto separate rows in the report.
- Double-click to group the report results by the data within this field.
- Double click to remove the field from the report.
- Click a column header to sort the report by the data in that particular field (A-Z). Click again to sort Z-A.
Splitting Multiple Values
Certain fields of data could contain more than one value for a staff person. For example, staff could list multiple activities that they're qualified to lead, so the "Qualified to lead" field would contain multiple values for a staff person if they listed more than one qualification.
By default, fields that contain multiple values wil display all values in the same row of the report (with the values separated by commas).
An example of multiple values:
By activating the "splitting" function for a field that contains multiple values, the report will display each individual value on a separate row in the report results.
- To split multiple values in a field, double click the two-pronged arrow icon.
- Each value now displays on a separate row (meaning the staff person is listed several times - once per value)
Grouping the Report Results
Group together staff with the same value for a given field by activating the grouping function for that field.
- Double click to activate the grouping function for a given field.
- View the total number of groups found in the report.
- See the header for each grouped value (and the number of rows within each group).
- See the staff within the group (i.e. that have that particular value for the grouped field).
Tip: If grouping by a field that contains multiple values, split the field first so that the report groups each value individually.
Grouping Controls
- "Show all groups" will show all staff within each group.
- "Hide all groups" will hide the staff within each group, so that only the group name / number of rows displays in the results.
- Check or uncheck all groups in the results (next to the header for each value). If a group is un-checked, it will not be included if you complete an action (e.g. print; export; generate labels; etc.)
- If printing the report, choose whether or not to insert page breaks between each group when printing.
Filtering the Report Results
Remove certain staff from the report by adding filters.
Click +Add filters... to add a filter to the report.
A pop-up window will present all the fields of data that you can filter by.
- Fields are organized under different tabs, based on the type of information they represent. Select a tab to view the available fields within it.
- Checkmark a field to filter the staff in the report based on their data within that field.
Another window will ask you to specify your filter criteria.
- First, select how to filter by this field.
- Filter criteria are dependent on how the data in that field is collected. For example, age can be filtered by "is between", "is not between", "is blank", or "is not blank".
- Enter the filter criteria.
- Add the filter.
The report will immediately update to only include the staff who meet your filter criteria. Add more filters to continue narrowing down your results as needed.
Report Tools
- Info: Rename or delete the report. Note: you must have "admin" level permission to the saved report to make changes to it.
- Save: Save the report.
- Save as: Save a copy of the report under a different name.
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Permissions: Manage which permission level each admin user has for the report.
- Read = The user can view the report, but cannot edit or delete it
- Admin = The user can view/edit/delete the report
- Learn more about managing report permissions here.
- Subscribe: Subscribe to a report and CampSite will generate the email on a regular basis and email the user with a summary of the new report results.
- Advanced Report Management: Manage report permissions in mass; manage report categories; and delete reports.
Mass Actions
Complete an action towards all of the staff in the report using the action buttons.
Tip: If the report is grouped by a certain field, and a group has been un-checked, that group will not be included if you complete an action.
- Refresh the report results.
- Print the report.
- Send a mass e-mail to all of the staff in the report.
- Schedule a mass e-mail to send automatically at a date + time of your choosing. Note: The report must be saved before an e-mail can be scheduled.
- Send a text message to all of the staff in the report.
- Export the report results as a spreadsheet.
- Share this report via e-mail with other CampSite admin users.
- Generate documents for every staff in the report.
- Generate labels for every staff in the report.
- Post the same note on the profile of every staff in the report.
- Download the profile photos of every staff in the report.
- Mass edit data for every staff in the report (first, add a field for the data to the report; then click the Edit button to start editing in mass).
- Identify the Missing Forms for every staff in the report (i.e. which forms each staff still needs to submit).
Advanced Reports Management
From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
Managing Categories
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
Add a New Report Category
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
Remove a Report Category
When a report category is removed, the category/all reports therein will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
- As an available category to select when saving a new report
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Archive a Category
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
Delete a Report Category
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
Manage Individual Reports
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Edit a Report Name/Assigned Category
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Edit Permissions for the Report
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View the Report Details
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
Remove a Report
When a report is removed, it will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Archive a Report
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Delete a Report
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
Manage Archived Categories/Reports
When a report/category is archived, it will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
- As an available category to select when saving a new report
View Archived Reports within an Active Category
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
Unarchive a Report
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
View Archived Categories
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Unarchive a Category
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Mass Permission Changes
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.